CARS/DDL Assistant (Admin Associate 2)

May 26, 2017
Institution Type
Four-Year Institution

Stanford University

CARS/DDL Assistant (Admin Associate 2)

Job Number:

CARS/DDL Assistant, AA2, E, 100% FTE, 2-year fixed-term

School of Engineering, Mechanical Engineering Department, Design Group

Stanford University seeks an energetic, organized and detail-oriented Administrative Associate to support the Center for Automotive Research at Stanford (CARS) and the Dynamic Design Lab (DDL).

The Center for Automotive Research at Stanford (CARS) brings together researchers, students, industry, government and the community to enable a future of human-centered mobility. Understanding how people and machines work together has never been so important than when building vehicles of the future. CARS supports mobility research, educational experiences for students, infrastructure for research and events that bring students and campus researchers together with industry professionals and the broader community. The Program's mission is to discover, build, and deploy the critical ideas and innovations for the next generation of cars and drivers.

The Dynamic Design Lab (DDL) studies the design and control of motion, especially as it relates to cars and vehicle safety. DDL blends analytical approaches to vehicle dynamics and control together with experiments in a variety of test vehicles and a healthy appreciation for the talents and demands of human drivers.



Job Purpose

Provide administrative and operational support to the Center for Automotive Research at Stanford (CARS) and the Dynamic Design Lab (DDL) working under general supervision. The CARS/DDL Assistant is responsible for financial transactions, event support and other administrative aspects of CARS and DDL. The Assistant works closely with the Associate Director, Executive Director and DDL Lab Manager to support research, teaching, events and related responsibilities. The successful candidate will be a highly motivated person who thrives on managing multiple projects in a fast-paced environment and handles routine business and unexpected challenges with effectiveness and grace.

Core Duties*

  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I-9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned

Education & Experience:

Required: High school diploma and three years of administrative experience, or combination of education and relevant experience.

Preferred: AA or equivalent and four years related experience.

Knowledge, Skills and Abilities:

  • Proficient computer skills and demonstrated experience with office software including email, calendar management, Microsoft Office (Word, Excel & PowerPoint). Publishing software skills preferred.
  • Demonstrated success in following through and completing routine tasks, efficiently prioritizing work to meet deadlines while managing frequent interruptions
  • Ability to work well as a team member, independently, with direction, and self-directed.
  • Demonstrated success in a position which required being a self-starter.
  • Good humor and flexibility in setting and shifting priorities; willingness to assist with a wide variety of projects and tasks.
  • Strong organizational skills and attention to detail.
  • Excellent command of spoken and written English.
  • Excellent customer service and interpersonal skills.
Certifications and Licenses:


Physical Requirements*:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job

Work Conditions:

  • Open-landscape office environment.

Work Standards:

  • Excellent interpersonal skills: Demonstrates the ability to work well with a diverse community of Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,
Applicants are required to upload a cover letter and resume to be considered for this opening.

About Stanford University

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Thank you for your interest!

Job: Administration

Location: School of Engineering
Schedule: Part-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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